Offboard an Employee with Alkimii

Step 1: Set Employee as a Leaver & Issue the Leaver Pack

Navigate to the staff profile and locate the employee you wish to leaver. 

• Within the staff profile, click the 3 vertical dots on the profile card and select "Leaver" from the options

If the employee has given notice of their leaving date, select "Propose Leave Date" Enter the employee's end date.  ⚠️ Important: This date must be set in the future. The employee will need time to complete their leaver pack before their access is removed. Select the appropriate Leaver Pack from the dropdown menu. Only leaver packs will appear here. Click to confirm. The employee will receive a notification that an HR pack is pending completion via their mobile app.

Step 2: Completing the Leaver Pack on Mobile 

The employee will receive a notification that a HR Pack is pending completion via their mobile app. 

• To complete the pack, open the HR Request on the mobile app 

⚠️ Important:
The contents of the leaver pack will vary from one organisation to another, based on how the system has been configured.

• Fill out the information as it appears in the pack - this might comprise of: 

Step 3: Approving the Pack in the HR Queue 

Now that the employee has completed the pack, you will be able to approve the pack in the HR Queue and the documentation provided will populate into the staff profile and compliance dashboard. 

• Open "HR Automation" from the menu  
• Filter by "Leaver Pack" type to quickly find the pack for approval.

Click the tick icon to begin your review, ensuring all information has been provided correctly. Once happy, select "Submit Review" in the bottom right

• Once approved, this information will feed into the employee's Staff Profile and offboarding compliance dashboard. 

💡 Tip: Once the HR Pack has been returned and approved, you can create an  "Acknowledgement of Resignation Letter" pack in Alkimii to share with the employee if you wish.   

Step 4: Complete the Leaver Process 

3 days before the leaving date, you will receive a notification reminder. At this point, you will return to the staff profile to complete the leaver process.

• Within the staff profile, click the 3 vertical dots on the profile card and select "Leaver", then choose "Set as a Leaver".

Enter the confirmed "End Date" for this employee.  If the employee has completed their leaver pack, the Employee Leaving Reason they submitted will automatically populate. You also have the option to add a leaving reason from the dropdown menu if needed. Select whether the departure is "Planned" or "Unplanned".  If the employee had team members assigned to them, reassign these to another person in the system. Click Save. The employee will no longer have system access as of their confirmed end date.

❗️Undo a Proposed Leaver 

If you need to reverse a proposed leaver before the process is completed:

• Within the staff profile, click the 3 vertical dots on the profile card and select "Leaver".
• Choose "Remove Proposed End Date" and confirm.
• The employee will no longer be marked as a proposed leaver